Do you have trouble coordinating your IT projects? Well, let me tell you that you are not alone. For many IT Managers, it is a challenge to master the different aspects that are required to carry out this task.
However, don’t let this scare you. There are several strategies that you can apply to manage your projects smoothly with the best results.
In this article, we’ll show you some helpful tips to help you get started. So keep reading and get ready to embark on your next IT project!
1. Define the goals and expectations of your IT projects from the start
If you don’t have a plan to coordinate your IT projects, there’s a good chance that all of them are coordinated differently. As a result, you’ll have inconsistent deliveries and you’ll waste time performing unnecessary processes.
You can solve these setbacks by making sure your team knows your plan and responsibilities from the beginning. This will help you structure goals better and meet deadlines.
You should also schedule some time to perform the corrections and approvals. These elements are often discarded if we work against the clock to finish a project without a defined plan.
Another good practice is to create templates for projects you work on frequently. They will allow you to ensure that all your projects are managed in the same way and in an orderly manner.
2. Focus on the work that will have the greatest impact
Before starting the easiest projects, you should consider your priorities and begin the tasks that will have the greatest impact on your company’s goals.
For example, you can postpone low-impact projects to the next quarter or create a to-do list organized by importance. This will not only help you manage your resources better, but also boost your business growth.
3. Communicate the expectations of your IT projects clearly
Teams usually have communication problems when they can’t see their work or their collaborators. When you don’t have access to this information, it’s hard to know why schedules change, if priorities remain the same.
You can empower your team if you manage your priorities in the same place where you save your project. In this way, your team will have a context of each task and the responsibilities of each agent.
You can do this systematically with a service management tool. This way, you will have access to all the information in one place, and it will be easier to collaborate with other departments.
4. Adjust the delivery times of your IT projects to boost your team’s productivity
Even well-planned projects can be derailed, if they aren’t scheduled according to your team’s capacity. For example, if you want to release three web updates simultaneously, it will be difficult for your team to do many things at once.
You can avoid this scenario by following these steps:
Schedule multiple start dates for similar projects: If you have the same team working on multiple projects at once, you can stagger the start and end dates. So they can focus on one task before starting with the next.
Identify dependencies: You must visualize all the tasks you need to finish before starting a new project. This will help your team move faster and they’ll have no obstacles to complete their goals.
Mark repeated tasks: When you have several similar processes in different projects, you can consolidate them into one. Just make sure you complete that task on time, so both projects can progress properly.
5. Delegate tasks and maintain visibility
Micromanagement is something that Managers don’t like to do, but it can be very difficult to be an efficient leader if you lose sight of your team’s work.
However, you can simplify this process by managing all your projects in one place. This will allow you to keep better control of all your objectives, and delivery dates. In addition, you can check your agent’s work with a single glance and monitor their tasks. All from one place and without having to perform micromanagement.
6. Keep an eye on your goal
Juggling multiple tasks can erode your judgment and lead to critical mistakes. This will not only affect the performance of your team, but also the designation of resources between your projects.
To optimize this process, you must establish an agenda for each project. You can create a schedule or block hours on your calendar, so you can completely focus on these tasks. As a result, you will be able to work without distractions and make better use of your resources.
7. Create the tasks of your IT projects according to your priorities
If you coordinate your team’s priorities in spreadsheets and keep several to-do lists, it can be a little confusing to check the progress of your projects. Therefore, you won’t know which tasks to reschedule when your priorities change or how to keep track of the work you have pending.
A service desk software can be very useful in this phase, since it allows you to create custom tasks and flexibly manage your projects. In addition, you can monitor the time you dedicate to each process and coordinate the efforts of your agents better.
If you want to implement this tool in your business, Freshservice will offer you the best results. With this system, you will have a holistic view of all your tasks in one place. In addition, you can save your workflows as templates to speed up the creation of your projects.
At GB Advisors, we help you integrate this and other technological solutions to automate your business processes and boost sales. We offer you personalized attention with the installation and configuration of any software.
You will also receive advice from our group of experts, who will guide you step by step to make sure these tools work correctly and help you achieve your goals.
What are you waiting for? Contact us!